Construction Admin & Fleet Manager

Titan Energy Solutions; Pittsburgh (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

Titan Energy Solutions seeks an organized Office Manager to oversee day-to-day administrative operations, serving as a key link between field operations, management, employees, customers, vendors, and administrative functions.

The ideal candidate will maintain accurate records, support accounting and payroll, manage fleet administration, coordinate project documentation, and ensure compliance with labor laws in a fast-paced construction environment.

Qualifications

• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Ability to work effectively in a fast-paced construction and field-service environment.
• Strong written and verbal communication skills.
• Professional handling of sensitive information.
• Strong computer skills including Excel, Word, Outlook.
• Ability to maintain detailed fleet, employee, customer, and project records.
• Coordinate vehicle maintenance, repairs, inspections, and documentation.
• Independent work while supporting a team.

Responsibilities

• Maintain organized and confidential employee personnel files.
• Assist with new-hire paperwork and onboarding.
• Collect and maintain required employee documentation, certifications, licenses, and training records.
• Track employee qualifications and certification expiration dates.
• Maintain current employee contact and emergency-contact information.
• Assist management with employee disciplinary documentation and attendance records.
• Assist with employee separation paperwork and offboarding procedures.
• Coordinate return of Company property when employees leave.
• Respond to routine employee questions regarding scheduling, paperwork, policies, benefits information, and administrative matters.
• Maintain confidentiality regarding employee records and personnel matters.
• Track required project paperwork and communicate missing documentation to supervisors or management.
• Assist with certified payroll documentation or other project-specific reporting when applicable.
• Assist management with tracking project documentation and other job-related costs.
• Maintain documentation to support customer billing and project closeout.
• Oversee daily administrative functions of the office.
• Answer and direct phone calls, emails, and customer inquiries.
• Maintain filing systems and organize office.
• Order and maintain office supplies.
• Coordinate mail and deliveries.
• Maintain calendars, records, forms and documents.
• Assist with reports, spreadsheets, and correspondence.
• Coordinate with accountants, vendors, and outside parties.
• Maintain professional communication with employees, customers, vendors, and management.
• Identify administrative process improvements.
• Perform additional administrative duties as assigned.

Skills

Strong organizational skills

Attention to detail

Time management

Communication skills

Independent work

Construction environment familiarity

Multitasking

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

QuickBooks

Job description

Titan Energy Solutions seeks an organized Office Manager to oversee day-to-day administrative operations, serving as a key link between field operations, management, employees, customers, vendors, and administrative functions.

The ideal candidate will maintain accurate records, support accounting and payroll, manage fleet administration, coordinate project documentation, and ensure compliance with labor laws in a fast-paced construction environment.